Creating a Health and Safety Policy (UK)

Note: Links to our free templates are at the bottom of this long guide.
Also note: This is not legal advice

Introduction

The implementation of a comprehensive health and safety policy is essential for any business to ensure the wellbeing of its employees. A well-crafted document serves as a blueprint for keeping workers safe, outlining responsibilities and procedures to be followed in the event of accidents or other incidents. It also demonstrates an employer’s commitment to employee welfare, fostering a positive workplace culture, and protecting employers from potential legal action.
The Genie AI team understand that having an up-to-date policy is critical in order to meet evolving regulations and address emerging risks. Businesses should ensure that their employees are adequately trained on the process and properly implement it, enabling them to respond quickly in the event of an incident. The Genie AI community template library provides free health and safety policy templates with millions of data points teaching our AI what a market-standard policy looks like - allowing anyone to draft high quality legal documents without paying a lawyer. Employers should make use of these resources in order to create legislation which successfully protects their workers while staying compliant with rules and regulations around workplace health and safety.
At Genie AI we believe that all businesses should have access to high quality advice on creating effective policies - regardless of size or budget - so read on below for our step by step guidance on creating your own health & safety policies as well as information on accessing our template library today!

Definitions

Legislation: Laws or rules that must be followed.
Regulations: A set of rules or guidelines that must be followed.
Risk Assessment: An evaluation of potential risks or hazards in the workplace.
Hazardous Materials: Substances that can be harmful to people or the environment.
Health and Safety Officer: An individual responsible for health and safety in the workplace.
Job Description: A description of a particular role in the workplace.
Accident Reporting: A process of documenting and reporting an incident or accident.
Accident Investigation: An in-depth examination of an incident or accident.
Training Plan: A plan for providing employees with the information and skills they need.
Policy Document: A document that outlines the regulations and procedures that must be followed.
Audit: An evaluation of the workplace to ensure that policies are being followed.

Contents

1. Overview of legal requirements in the UK
2. Researching relevant legislation
3. Familiarizing yourself with the legal framework
4. Identifying key health and safety hazards
5. Conducting a risk assessment
6. Identifying any potential hazards
7. Determining who is responsible for health and safety in the workplace
8. Appointing a Health and Safety Officer
9. Assigning responsibilities to relevant personnel
10. Creating specific roles and responsibilities for health and safety
11. Developing job descriptions
12. Defining areas of responsibility
13. Establishing procedures for accident reporting and investigation
14. Defining when an accident should be reported
15. Developing an accident investigation protocol
16. Providing training and information for employees
17. Creating a training plan
18. Developing materials for employees
19. Developing a health and safety policy document
20. Writing the policy document
21. Including relevant legislation and procedures
22. Implementing and monitoring the policy
23. Ensuring the policy is communicated
24. Monitoring the policy’s effectiveness
25. Developing measures to ensure compliance
26. Establishing protocols for regular checks
27. Setting up systems for monitoring compliance
28. Reviewing and updating the policy
29. Scheduling regular reviews
30. Updating the policy document as needed

Get started

Overview of legal requirements in the UK

• Identify the relevant health and safety regulations that apply to your business in the UK
• Research the Health and Safety at Work Act 1974, Management of Health and Safety at Work Regulations 1999, and other relevant regulations
• Understand the legal obligations imposed by each of the regulations
• Make a note of any health and safety legislation that applies to your business
• When you’re familiar with the relevant health and safety legislation, you can check this step off your list and move on to researching relevant legislation.

Researching relevant legislation

• Research relevant UK health and safety legislation, such as the Health and Safety at Work Act, the Management of Health and Safety at Work Regulations, and any other relevant regulations
• Identify relevant case law and any relevant guidance from the UK health and safety regulator, the Health and Safety Executive
• Take into account the specific requirements of your industry, such as the Construction (Design and Management) Regulations 2015
• Make sure to research and consider any relevant European legislation, such as the EU Workplace Health, Safety and Welfare Regulations
• When you have a good understanding of the relevant legal framework, you can check this step off your list and move on to the next step.

Familiarizing yourself with the legal framework

• Review the Health and Safety at Work Act 1974 and the Management of Health and Safety at Work Regulations 1999
• Become familiar with the relevant legislation such as the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 1995 and the Regulatory Reform (Fire Safety) Order 2005
• Understand the scope of the Control of Substances Hazardous to Health (COSHH) regulations and the Electrical Equipment (Safety) Regulations 1994
• Research other relevant legislation, such as the Provision and Use of Work Equipment Regulations 1998 and the Working Time Regulations 1998
• Once you have a good understanding of the relevant legal framework, you can check this step off your list and move on to the next step.

Identifying key health and safety hazards

• Research the type of workplace you have and any potential hazards associated with it
• Consult with your staff, including any health and safety representatives, to identify any hazards they may be aware of
• Read through any existing health and safety policies to identify any potential hazards
• Identify any processes or activities that could pose a risk to health and safety
• Make a list of all identified hazards

Once you have identified all the key health and safety hazards in your workplace, you can move onto the next step of conducting a risk assessment.

Conducting a risk assessment

• Make sure to consult with any relevant employees or stakeholders when conducting a risk assessment
• Ensure that the risk assessment is tailored to the specific workplace and its activities
• Take a look at the Health and Safety Executive’s guidance on risk assessments
• Identify the risks in the workplace that could lead to harm or injury
• Assign a likelihood and severity rating to each of the identified risks
• Consider any existing control measures that are already in place for the risks
• Make sure to document any steps taken to reduce the risks
• When you have completed the risk assessment, you can move on to the next step, which is identifying any potential hazards.

Identifying any potential hazards

• Identify any potential hazards in the workplace by conducting a thorough inspection and evaluation of the workplace.
• Make sure to take into account any potential safety risks posed by hazardous materials, equipment, and machinery.
• Consider any potential safety risks posed by the environment, such as extreme temperatures, poor air quality, and precarious working conditions.
• Look for any potential safety risks posed by the actions or behavior of employees or visitors.
• Be aware of any potential safety risks posed by the layout or design of the workplace or any work areas.
• You will know you can check this off your list and move on to the next step when you have identified any potential hazards in the workplace.

Determining who is responsible for health and safety in the workplace

• Identify who in your organization is responsible for health and safety.
• Depending on the size of your organization, you may need to appoint a Health and Safety Officer.
• Make sure all employees are aware of the person responsible for health and safety in the workplace.
• When you have identified who is responsible for health and safety, you are ready to move on to appointing a Health and Safety Officer.

Appointing a Health and Safety Officer

• Review the roles and responsibilities of the health and safety officer outlined in the UK Health and Safety at Work Act 1974
• Identify the most suitable person for the role, who should be knowledgeable and experienced in health and safety
• Set out the terms and conditions of the health and safety officer’s appointment in writing
• Make sure the health and safety officer is given appropriate training, resources and support to do their job
• When all of the above is complete, the health and safety officer will officially be appointed and can begin their duties
• Check off this step and move on to the next step of assigning responsibilities to relevant personnel.

Assigning responsibilities to relevant personnel

• Identify the job roles within the organization that need to have specific health and safety responsibilities
• Assign those responsibilities to the appropriate personnel
• Develop a system of reporting and monitoring to ensure that the personnel are meeting their responsibilities
• Develop a process for updating and regularly reviewing health and safety responsibilities
• Ensure that all relevant personnel are aware of their duties and are given appropriate training to carry them out

How you’ll know when you can check this off your list and move on to the next step:

• When all relevant personnel have been assigned their health and safety responsibilities, and they have been made aware of their duties and given appropriate training.

Creating specific roles and responsibilities for health and safety

• Assess the particular health and safety roles and responsibilities of each employee, based on their job description
• Identify any additional roles and responsibilities that may be needed
• Create specific roles and responsibilities for health and safety, such as appointing a Health and Safety Officer, and how they will be trained
• Ensure all roles and responsibilities are clearly defined and communicated to all relevant personnel
• Establish a system to monitor and review the effectiveness of the roles and responsibilities assigned
• When all roles and responsibilities have been assigned, documented and communicated, you can move on to the next step.

Developing job descriptions

-Create job descriptions for all roles in your organisation, outlining the responsibilities of each position in relation to health and safety.
-Include specific tasks and duties for each role, such as reporting any health and safety issues and ensuring compliance with health and safety policies.
-Ensure that each job description clearly outlines the reporting hierarchy for health and safety matters.
-Include any training or qualifications required for each role in relation to health and safety.
-Ensure that job descriptions are reviewed and updated when necessary.

You will know you have completed this step when you have created job descriptions for each role in your organisation, outlining the responsibilities of each in relation to health and safety.

Defining areas of responsibility

• Identify who is responsible for maintaining health and safety in the workplace.
• Establish a committee of health and safety professionals, if necessary.
• Define the roles and responsibilities of each person in the organization who is responsible for health and safety.
• Make sure that all roles and responsibilities are clearly outlined in the health and safety policy.
• Assign specific tasks to individuals or teams within the organization to ensure that health and safety is maintained.
• Outline the timeline and resources needed to complete the tasks assigned.
• Make sure that all tasks are regularly reviewed and updated to reflect any changes in the workplace.

You’ll know you can check this off your list and move on to the next step when all roles and responsibilities for health and safety have been clearly defined and assigned to individuals or teams in the organization.

Establishing procedures for accident reporting and investigation

• Identify who will be responsible for investigating any accidents and incidents
• Establish a clear procedure for reporting any accidents or incidents to relevant parties
• Record all accidents and incidents accurately and promptly
• Establish a systematic process for investigating accidents and incidents
• Determine how the investigation will be conducted, including who will be involved
• Document the investigation process and outcomes
• Implement any corrective actions required as a result of the investigation

When you have identified who will be responsible for investigating any accidents and incidents, established a clear procedure for reporting any accidents or incidents to relevant parties, recorded all accidents and incidents accurately and promptly, established a systematic process for investigating accidents and incidents, determined how the investigation will be conducted, including who will be involved, documented the investigation process and outcomes, and implemented any corrective actions required as a result of the investigation, you can check this step off your list and move on to the next step: defining when an accident should be reported.

Defining when an accident should be reported

• Identify the criteria which must be met for an accident to be reported
• Set a minimum threshold for reporting accidents, such as an incident that resulted in lost work time, medical treatment, or damage to property
• Consider any reporting requirements from external bodies, such as the HSE
• Document the criteria in a policy document
• When complete, this step can be checked off and the next step can begin.

Developing an accident investigation protocol

• Decide on who will investigate each accident and how
• Establish a clear set of steps for the accident investigation process
• Ensure that the investigation is conducted in a timely manner
• Prepare and document a plan for the investigation that includes:
• The expected outcome
• The roles and responsibilities of those involved
• Document the results of the investigation
• Make sure the investigation is completed and the resulting report is available to the relevant parties

When you’ve finished developing the accident investigation process protocol, you can move on to the next step: Providing training and information for employees.

Providing training and information for employees

• Provide employees with training on health and safety topics, such as fire safety, first aid, manual handling, and health and safety legislation
• Make sure the training is tailored to their job roles and tasks
• Make sure employees are given the correct equipment, resources and information they need to carry out their job safely
• Make sure the training is documented and all employees are signed off as having completed the training
• When all employees have completed their training, you can move on to the next step of creating a training plan.

Creating a training plan

• Identify what training is necessary for employees in each role.
• Develop a timeline for when training should be completed.
• Establish a budget for the training.
• Determine who will deliver the training.
• Establish a plan for regularly updating and refreshing training.
• Set up a procedure for assessing the effectiveness of training.
• Document all training plans and records.

Once all of the above steps have been completed, you can check off this step and move on to developing materials for employees.

Developing materials for employees

• Compile a list of materials that need to be developed for employees, such as posters, leaflets, and digital materials
• Decide who will create and approve the materials
• Research best practices for creating health and safety materials
• Create the materials
• Get approval from the relevant personnel
• Distribute the materials to employees
• Monitor usage of materials and track employee feedback
• When all materials have been created and distributed, move on to the next step of developing the health and safety policy document.

Developing a health and safety policy document

• Research best practices for creating a health and safety policy (UK standards)
• Create a document template that includes all relevant sections and subsections
• Research any specific legal requirements that must be included in the policy
• Consult with stakeholders (employees, management, etc.) to ensure that all necessary content is included in the policy
• Double-check all information in the document for accuracy
• When the document is complete, it is ready to be written into a policy document.

Writing the policy document

• Gather the information you need to complete the document, such as the company’s health and safety policy, any relevant legislation and risk assessment results
• Draft the document, including the purpose of the policy, the scope of the policy and any objectives
• Review the document and make sure that it meets all legal requirements
• Once the document is complete, it should be signed and dated by the relevant personnel
• You can check this off your list and move onto the next step when the document is complete and has been signed and dated

Including relevant legislation and procedures

• Research relevant health and safety legislation that apply to your workplace and any industry-specific regulations (e.g. Construction Design and Management Regulations 2015, Health and Safety at Work Act 1974).
• Ensure all legal requirements are addressed in the policy.
• Include procedures to help implement the policy, such as how to assess risks, how to carry out risk assessments, how to report accidents and when to review the policy.
• Keep up to date with any changes in legislation or procedures and incorporate them into the policy.
• When you are satisfied that all relevant legislation and procedures have been included, you can move onto the next step of implementing and monitoring the policy.

Implementing and monitoring the policy

• Develop a system for monitoring the policy and its implementation.
• Identify who is responsible for implementing the policy and monitoring it.
• Create an initial implementation plan with a timeline and set realistic goals.
• Ensure that all staff are aware of their responsibilities and the policy.
• Introduce an effective system of communication to ensure the policy is understood by all.
• Monitor the policy’s implementation and evaluate its effectiveness on a regular basis.
• Make necessary adjustments and keep employees informed of any changes.

You will know when you can check this off your list and move on to the next step when you have developed a system for monitoring the policy, identified who is responsible for implementing and monitoring it, created an initial implementation plan with a timeline and set realistic goals, and ensured that all staff are aware of their responsibilities and the policy.

Ensuring the policy is communicated

• Make the policy available in a format that is easy to access and understand, such as a handbook or on the organisation’s intranet site
• Ensure all employees are aware of the policy and understand its contents
• Ensure that all employees are made aware of their responsibilities in relation to the policy
• Make sure that all employees are aware of the potential consequences of not following the policy
• Provide appropriate training to ensure all employees understand their responsibilities
• Provide regular updates and refresher training to ensure understanding of the policy remains up to date
• Appoint a Health and Safety Officer (or equivalent) to oversee the implementation and monitoring of the policy
• Check that all employees have read and understood the policy

Once you have ensured that the policy is communicated to all employees, you can move on to the next step of monitoring the policy’s effectiveness.

Monitoring the policy’s effectiveness

• Assign a team of employees to regularly review the policy and report any issues or changes that need to be made
• Monitor employee compliance with the policy and document any breaches
• Analyze the effectiveness of the policy and make changes when needed
• Hold regular meetings with the team assigned to review the policy to discuss any updates or changes
• Track changes made to the policy and document the results
• Ensure the policy is regularly updated to reflect any changes in legislation or regulations

Once you have assigned a team to review the policy, monitored employee compliance and analyzed the effectiveness of the policy, you can check this step off your list and move on to Developing measures to ensure compliance.

Developing measures to ensure compliance

• Establish processes and procedures for workplace health and safety management
• Put in place training and awareness programs for employees
• Set up policies for reporting and recording health and safety incidents
• Ensure compliance with relevant health and safety laws and regulations
• Develop a system to monitor the effectiveness of the health and safety policy
• Put in place disciplinary measures to ensure compliance

Once you have established processes and procedures, trained and aware employees, set up policies and developed a system to monitor the effectiveness of the health and safety policy, and ensured compliance with relevant health and safety laws and regulations, you can move on to the next step of establishing protocols for regular checks.

Establishing protocols for regular checks

• Identify the areas that need regular checks, such as the workplace, equipment and machinery, safety signs, and fire safety
• Determine the frequency of checks (for example, daily, weekly, or monthly)
• Create a checklist and write down the details of each check
• Assign a person responsible for carrying out the checks
• Set up systems for recording and documenting the checks
• When all protocols for regular checks are established, you can check this off your list and move on to the next step.

Setting up systems for monitoring compliance

• Agree on a system for recording health and safety incidents and ensure that all staff understand how to use it
• Develop a system for monitoring compliance and ensure that all staff understand how to use it
• Train relevant staff in how to investigate accidents and incidents
• Develop a system for reporting any non-compliance and ensure that all staff understand how to use it
• Agree on a system for carrying out regular health and safety checks
• Develop a system for recording and analysing health and safety data
• Agree on a system for reporting any health and safety issues
• Establish a system for reviewing and updating your health and safety policy

Once you have completed these steps, you can move on to the next step, which is to review and update the policy.

Reviewing and updating the policy

• Assess all relevant health and safety legislation and regulations, and check if there have been any updates since your policy was last reviewed.
• Review your existing health and safety policy, taking into account any recent changes in health and safety legislation and regulations.
• Update your health and safety policy, if necessary.
• Re-familiarise yourself with any health and safety regulations and laws, and make sure you know any changes you’ve made to the policy.
• Ensure that all changes are communicated to the relevant staff, and that they understand the policy.

You can check this off your list when all relevant health and safety legislation and regulations have been assessed, and the policy has been reviewed and updated if necessary.

Scheduling regular reviews

• Decide on how often the policy should be reviewed (e.g. annually, biannually, etc.)
• Schedule meetings for a review for the Health and Safety policy
• Assign tasks to different personnel for the review
• Record the review meeting along with any changes or additions to the policy
• When the review is complete, update the policy document
• Check off this step from the list and move on to the next step: Updating the policy document as needed.

Updating the policy document as needed

• Ensure any changes to the policy are documented in a timely manner
• Monitor any changes in regulations or legislation which may require the policy to be updated
• Amend the policy document to reflect any changes, and ensure any new information is communicated to staff
• Have the policy document reviewed by a senior member of management
• Check off this step when the policy document is up to date with all new information and changes

FAQ

Q: Does the Health and Safety Policy need to be written in a certain way?

Asked by Kaitlyn on 4th April 2022.
A: Yes, it is important to ensure that the Health and Safety Policy for your business is written in a way which complies with the relevant UK legislation. This means that it should be written in a clear and logical manner, cover all relevant topics, and be tailored to your specific business, taking into account its size, type of industry and sector, and any other relevant factors.

Q: Do I need to have a Health and Safety Policy if I have fewer than five employees?

Asked by Jacob on 10th August 2022.
A: Yes, all businesses operating in the UK are required to have a Health and Safety Policy regardless of the size of their workforce. Employers with fewer than five employees must still assess any risks that may occur in their workplace and set out appropriate measures for managing them in their policy.

Q: How often do I need to review my Health and Safety Policy?

Asked by Abigail on 1st October 2022.
A: The frequency of reviewing your Health and Safety Policy will depend on the nature of your business and the legislation which applies to it. Generally speaking, however, it is recommended that policies are reviewed at least once per year or whenever there is a significant change in your organisation’s operations or structure.

Q: What should I cover in my Health and Safety Policy?

Asked by Mason on 16th January 2022.
A: The contents of a Health and Safety Policy will vary depending on your business’s size, type of industry and sector, as well as any other relevant factors. Generally speaking, however, it should cover topics such as risk assessments, safety procedures, reporting accidents/incidents, health surveillance/monitoring, safety training/induction, emergency planning/preparedness, personal protective equipment (PPE), health & safety systems/processes etc.

Q: Are there any specific regulations I need to adhere to when creating my Health and Safety Policy?

Asked by Madison on 15th May 2022.
A: Yes, you should make sure that when creating your Health and Safety Policy you comply with all relevant UK legislation such as the Management of Health & Safety at Work Regulations 1999 (MHSWR), the Reporting of Injuries Diseases & Dangerous Occurrences Regulations 2013 (RIDDOR), the Control of Substances Hazardous to Health Regulations 2002 (COSHH) etc. You may also need to comply with additional regulations depending on your industry or sector.

Q: Do I need to consult with my employees when creating my Health and Safety Policy?

Asked by Nathan on 20th February 2022.
A: Yes, it is important that you consult with your employees when creating your Health and Safety Policy as they are likely to have valuable input which will help ensure that the policy is tailored to your specific business needs. Consulting with employees also allows them to feel involved in the process and more likely to comply with the policy once it has been implemented.

Q: How do I ensure my staff understand my Health and Safety Policy?

Asked by Olivia on 28th March 2022.
A: It is important that all staff understand your Health and Safety Policy so that they can comply with it effectively. To ensure this happens you should provide staff with regular training sessions which cover the contents of the policy as well as any relevant legislation or regulations which apply to it. You should also make sure that staff have access to copies of the policy so that they can refer back to it whenever necessary.

Q: Do I need a separate policy for EU/USA jurisdictions?

Asked by Lucas on 24th July 2022.
A: If you operate in multiple jurisdictions then you may need a separate policy for each one depending on the applicable legislation in each jurisdiction. For example, if you are operating within both US and EU jurisdictions then you would likely need separate policies for each one due to different laws which apply within each jurisdiction. You should seek legal advice on this matter if you are unsure what is required for each jurisdiction you operate in.

Q: How do I ensure my policy is up-to-date with current legislation?

Asked by Emily on 11th June 2022.
A: It is important to ensure that your Health and Safety Policy is up-to-date with current legislation so that it remains compliant with applicable laws at all times. To do this you should keep up-to-date with any changes in legislation or regulations which might affect your policy as well as reviewing it at least once per year or whenever there is a significant change in your organisation’s operations or structure. You should also seek legal advice when necessary if you are unsure about any part of the policy or how it needs to be updated in order to remain compliant with current laws.

Q: What happens if I don’t adhere to my Health and Safety Policy?

Asked by Noah on 8th December 2022.
A: If you fail to adhere to your own Health and Safety Policy then this could result in serious consequences such as fines or even criminal proceedings against yourself or your organisation depending on the severity of the breach. It is therefore important that you take all necessary steps to ensure compliance with your own policy as well as applicable laws at all times in order to avoid such consequences occurring.

Q: Is there anything else I should consider when creating my Health and Safety Policy?

Asked by Elizabeth on 13th September 2022.
A: You should consider implementing other policies alongside your Health & Safety Policy such as an Equal Opportunities Policy or Anti-Discrimination & Harassment Policies which can help promote an inclusive working environment for all employees regardless of gender, race or religion etc… Additionally, depending on the nature of your business you may also wish to consider implementing additional policies such as a Data Protection & Privacy Policy or Cybersecurity Policies which can help protect confidential information or data stored within your organisation from potential breaches or malicious activities etc…

Example dispute

Health and Safety Policy Lawsuits

• A plaintiff may raise a lawsuit which references a health and safety policy if they believe that the policy either failed to protect them or caused them harm.
• The plaintiff must provide evidence that the policy violated safety standards and that the violation caused the harm that they are claiming.
• The court may decide to award damages to the plaintiff if they can show that the policy was not followed or that the policy was inadequate to protect their safety.
• Settlement may be reached between the plaintiff and the defendant in order to avoid courtroom proceedings.
• Damages may be determined based on the severity of the harm caused, the amount of medical costs incurred, any lost wages, and emotional distress.

Templates available (free to use)

Basic Workplace Health And Safety Policy
Detailed Workplace Health And Safety Policy
Health And Safety Policy
Small Business Health And Safety Policy
Workplace Health And Safety Policy
Workplace Health And Safety Policy California
Workplace Health And Safety Policy Colorado
Workplace Health And Safety Policy Florida
Workplace Health And Safety Policy Georgia
Workplace Health And Safety Policy Illinois
Workplace Health And Safety Policy Louisiana
Workplace Health And Safety Policy Massachusetts
Workplace Health And Safety Policy Minnesota
Workplace Health And Safety Policy Missouri
Workplace Health And Safety Policy New Jersey
Workplace Health And Safety Policy New York
Workplace Health And Safety Policy Ohio
Workplace Health And Safety Policy Pennsylvania
Workplace Health And Safety Policy Tennessee
Workplace Health And Safety Policy Texas

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